Article 3, Part 6 – Student Records – Guidelines and Regulations Governing Access and Release

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§ 3-604 Regulations for Record Custodians

  1. Directory Information Suppression and Default display:
    1. Prior to the sixth day of instruction for a specific term, students have the right to request that directory information be kept confidential. Requests will be in force until the student notifies the Office of the Registrar in writing that the information is no longer to be restricted. On the sixth day of instruction, all directory information that has not been restricted by the student may be released without the student’s prior consent. Nothing contained herein prevents the university from disclosing directory information as permitted in §3-603(c).
    2. The default public online display for unsuppressed directory information will be the student’s first and last name and email address. Students may choose to include additional information for general public online display.
  2. Request to Review Record. A student’s request to see their education record must be granted within a reasonable period of time, but in no case more than forty-five days after the request for access has been made. For the purpose of the Act, records that are not accessible to students for review are:
    1. Financial records of parents,
    2. Confidential letters of recommendation received prior to January 1, 1975, or confidential letters of recommendation received after January 1, 1975 for which the student has waived the right to review,
    3. Sole possession records (personal memory aids that are not accessible or revealed to others except to a temporary substitute for the maker of the record),
    4. Law enforcement records,
    5. Medical, psychiatric or similar records made, maintained or used by a physician, psychiatrist, psychologist, or other recognized professional or paraprofessional acting in such capacity and in connection with the treatment of the student, and disclosed only to individuals providing treatment.
    6. Alumni records created or received by the university after an individual is no longer a student in attendance and are not directly related to the individual’s attendance or academic progress as a student,
    7. Grades on peer graded assignments until they are collected and recorded by an instructor, and
    8. Any other records exempted from review under the Act.
  3. Reproductions. Students have the right to reproductions of their education records if failure to provide copies would effectively prevent students from exercising the right to inspect and review their education records. A charge not to exceed $1 per page may be made for this service. Offices that charge the students are to keep in mind the regulations in the Office of Business and Financial Services Policies and Procedures, Section 10 - Cash Handling.
  4. Corrections. Every reasonable effort should be made to verify or correct any information in the student education record that is misleading, inaccurate, or otherwise in violation of the student’s privacy or other rights. If a dispute cannot be settled by the record custodian, the student may request the appropriate dean, director, or their designee to resolve the matter. If the conflict cannot be resolved at that level, the student may request a hearing before a panel appointed by the Chancellor.
  5. Recordkeeping. A written record of access requests that have been processed must be maintained for as long as the education record requested is maintained.